Terms of Use
inclusiveHost — Accounting Management System
Website: https://www.inclusivehost.co.za
Contact email: admin@inclusivehost.co.za
Effective date: [Insert publication date]
Last updated: [Insert revision date]
1. Introduction
Welcome to inclusiveHost, an online Accounting Management System designed to assist small, medium and micro enterprises (SMMEs) with managing everyday financial administration and business records.
The inclusiveHost Accounting Management System is jointly developed and technically managed by inc1 web and Imut Kcaj Solutions.
inc1 web also operates the platform, including its website administration, hosting and backup arrangements.
These Terms of Use (“Terms”) govern access to and use of the inclusiveHost website, Accounting Management System and related services.
By registering for an account, accessing the system or using its services, you agree to comply with these Terms, subject to applicable law.
If you do not agree to these Terms, you should not register for or use the platform.
2. Definitions
For purposes of these Terms:
“inclusiveHost” refers to the Accounting Management System and its associated website and services.
“Platform Operator” refers to inc1 web, subject to confirmation of its full legal identity.
“Development Partners” refers to inc1 web and Imut Kcaj Solutions.
“User” refers to any individual who registers for, accesses or uses the platform.
“Business User” refers to an individual using the platform on behalf of a business or for legitimate business financial administration.
“Business Data” refers to customer information, supplier information, quotations, invoices, expenses, payments and other records entered into the platform.
“Services” refers to the functions and facilities made available through the Accounting Management System.
3. Purpose of the Platform
inclusiveHost provides tools intended to assist businesses with basic financial administration.
Depending on the features made available, these tools may include:
- Maintaining customer and supplier records.
- Preparing quotations.
- Preparing and managing invoices.
- Recording business expenses.
- Recording money received.
- Recording money paid.
- Monitoring outstanding customer invoices.
- Monitoring supplier balances.
- Viewing financial summaries and dashboards.
The platform is intended to support business recordkeeping and financial administration.
It is not a substitute for professional accounting, tax, legal, auditing or financial advice.
4. Eligibility and Authority
Users must have the legal capacity and appropriate authority to register for and use the platform.
Where a person registers on behalf of a business, that person confirms that they are authorised to act for the business and to accept these Terms on its behalf.
Users must provide accurate information during registration.
The platform is intended for business use and is not specifically directed at children.
5. Account Registration and Activation
Access to certain platform functions requires registration.
Users may be required to provide their name, email address, business information and other relevant account details.
Email verification is required before an account can be activated.
The platform may send verification and account-related communications using:
Users are responsible for ensuring that their registration details remain accurate and current.
The Platform Operator may reject, restrict or suspend registration where reasonably necessary for security, legal compliance or prevention of misuse.
6. Account Security
Each user is responsible for maintaining the confidentiality of their login credentials.
Users must not:
- Share passwords with unauthorised individuals.
- Attempt to access another user’s account.
- Circumvent account authentication or access restrictions.
- Use another person’s credentials without permission.
- Interfere with the platform’s security controls.
Users should promptly report suspected unauthorised account access to:
The Platform Operator may take reasonable steps to protect accounts and investigate suspected security incidents.
7. Business Account Separation
inclusiveHost is designed to maintain separation between different business users’ financial records.
Users may access and manage only those records they are authorised to access.
Access restrictions are intended to prevent users from viewing, editing or deleting another business user’s records.
Users must not attempt to bypass these restrictions.
Unauthorised access attempts may result in account suspension or termination and may be reported to appropriate authorities where required.
8. Accuracy of Business and Financial Information
Business Users are responsible for the accuracy, completeness and lawful use of information entered into the Accounting Management System.
This includes:
- Customer details.
- Supplier details.
- Quotations.
- Invoices.
- Expense records.
- Payments received.
- Payments made.
- VAT information.
- Transaction dates.
- Financial balances.
Users must verify that transactions and records are entered correctly.
The Platform Operator and Development Partners do not independently verify every transaction entered by users.
Errors in source information may affect calculations, reports and financial summaries.
9. Quotations and Invoices
The platform allows Business Users to prepare quotations and invoices.
Business Users are responsible for ensuring that documents:
- Contain accurate information.
- Reflect legitimate business transactions.
- Are issued to the correct recipients.
- Comply with applicable laws and business requirements.
- Include any legally required tax or business information.
The system does not guarantee that a quotation or invoice automatically satisfies every statutory, contractual or industry-specific requirement.
Users should obtain professional advice where necessary.
10. Email Delivery of Business Documents
inclusiveHost supports different document delivery methods.
10.1 System delivery
When System delivery is selected, the platform may automatically send quotations or invoices to the relevant customer email address.
These communications may be sent from:
The Reply-To address is configured to direct customer responses to the Business User’s email address.
10.2 Manual delivery
When Manual delivery is selected, the platform does not automatically send the relevant document through its document-delivery function.
The Business User is responsible for arranging delivery.
10.3 Email limitations
The Platform Operator cannot guarantee that every email will be delivered successfully, received immediately or accepted by the recipient’s email provider.
Users should verify important document deliveries where appropriate.
10.4 Account communications
Account verification, security and necessary administrative messages may still be sent regardless of the selected document delivery preference.
11. Expenses and Payment Records
The Accounting Management System enables users to record business expenses and related payments.
Users are responsible for entering accurate expense information, including amounts, dates and supplier details.
Where supported, the platform may calculate outstanding balances using expense and payment records.
Users are responsible for confirming that recorded payments correspond to actual transactions.
Recording a payment within inclusiveHost does not itself transfer money or confirm that a payment has been processed by a bank or other financial institution.
12. Financial Reports and Calculations
The platform may generate financial summaries, balances and reports based on information recorded by users.
These may include:
- Money received.
- Money paid.
- Outstanding invoices.
- Supplier balances.
- Expense totals.
- Monthly financial summaries.
Reports are provided for general business administration and information purposes.
Users remain responsible for reviewing calculations and ensuring that the underlying information is correct.
The platform does not guarantee that its reports are suitable for statutory financial statements, tax submissions or external audits without further professional review.
13. Tax and Regulatory Compliance
Business Users are responsible for complying with applicable tax, accounting, business registration and recordkeeping requirements.
This may include requirements relating to:
- Value-added tax (VAT).
- Income tax.
- Tax invoices.
- Business financial records.
- Statutory record retention.
- Applicable industry regulations.
inclusiveHost does not provide a guarantee of compliance with the South African Revenue Service (SARS) or any other regulatory authority.
Users should consult qualified professionals where appropriate.
14. Ownership of Business Data
Business Users retain their rights in the business information and records they lawfully enter into the platform.
By submitting Business Data, users authorise the Platform Operator and authorised technical service providers to store, process, display, calculate, back up and otherwise handle that information as reasonably necessary to provide the Services.
This authorisation does not transfer ownership of Business Data to the Platform Operator.
Users must ensure that they have the legal authority to submit and process any personal information or business records they enter.
15. Privacy and Personal Information
The processing of personal information is governed by the inclusiveHost Privacy Policy and applicable law, including POPIA.
Business Users must ensure that customer, supplier and other personal information is collected and processed lawfully.
The Platform Operator and Development Partners may access personal information only where authorised and reasonably necessary for operational, support, security or legal purposes.
The Privacy Policy is available at:
16. Intellectual Property
The inclusiveHost Accounting Management System includes software configurations, workflows, functionality, design elements, documentation and other materials that may be protected by intellectual property laws.
The system has been developed through collaboration between inc1 web and Imut Kcaj Solutions.
The ownership and licensing of intellectual property between the Development Partners are governed by their applicable agreements.
Unless expressly authorised, users may not:
- Copy or reproduce proprietary platform materials.
- Redistribute or resell access to the system.
- Misrepresent ownership of the platform.
- Use the platform’s branding without permission.
- Attempt to exploit protected software or content unlawfully.
These restrictions do not prevent users from using, downloading or sharing their own business records in a lawful manner.
17. Acceptable Use
Users agree to use inclusiveHost lawfully and responsibly.
Users must not:
- Use the platform for fraudulent or unlawful activities.
- Submit knowingly false or misleading financial information for unlawful purposes.
- Attempt unauthorised access to accounts or records.
- Introduce malicious software or harmful code.
- Disrupt the availability or operation of the website.
- Attempt to circumvent security restrictions.
- Interfere with another user’s lawful use of the platform.
- Upload or process information they are not legally entitled to use.
- Use automated methods that place unreasonable demands on the system.
The Platform Operator may investigate suspected misuse and take proportionate action.
18. Availability and Maintenance
The Platform Operator aims to maintain reasonable availability of the Accounting Management System.
However, access may occasionally be interrupted because of:
- Scheduled maintenance.
- Software updates.
- Hosting interruptions.
- Internet connectivity problems.
- Security incidents.
- Technical failures.
- Events outside reasonable operational control.
The Platform Operator does not guarantee uninterrupted or error-free availability.
Where reasonably practicable, users may be informed of significant planned maintenance.
19. Backups and Data Recovery
The platform uses backup arrangements intended to support recovery from certain technical failures or data-loss incidents.
Backup copies may be stored through third-party services, including Google Drive.
Although reasonable backup practices may be maintained, no backup process can guarantee recovery of every record in every circumstance.
Business Users should maintain appropriate independent copies of important documents and records where necessary.
Recovery may be subject to the availability, integrity and age of existing backups.
20. Third-Party Services
inclusiveHost may rely on third-party software and infrastructure, including:
- Website hosting services.
- WordPress and related extensions.
- Email delivery services.
- Cloud backup services.
- Other technical infrastructure providers.
Third-party services may be subject to their own terms, availability limitations and privacy policies.
The Platform Operator is not responsible for failures of third-party services beyond its reasonable control, subject to applicable law.
21. Technical Support
Users may submit technical or account-related enquiries to:
Support may include assistance with:
- Account access.
- Registration and verification issues.
- General system functionality.
- Technical errors.
- Suspected security problems.
- Privacy-related requests.
Support availability and response times may vary.
Unless expressly agreed otherwise, no specific response time or service-level guarantee is provided.
22. Fees and Payment Terms
Access to certain services may be subject to fees, subscription arrangements or separate commercial agreements.
Where fees apply, the relevant charges, billing arrangements and payment conditions should be communicated to users before they enter into a paid arrangement.
No fee, renewal obligation or payment authorisation should be assumed solely from these Terms.
Any applicable refund, cancellation or renewal terms must be disclosed in the relevant agreement or service offer and comply with applicable law.
23. Suspension and Termination of Accounts
The Platform Operator may suspend or restrict access where reasonably necessary because of:
- Suspected unauthorised access.
- Security risks.
- Material breaches of these Terms.
- Fraudulent or unlawful activity.
- Legal or regulatory requirements.
- Other serious operational risks.
Where appropriate and reasonably practicable, users may be notified and given an opportunity to resolve the issue.
Users may request account closure by contacting:
Account closure and the handling of associated information remain subject to applicable privacy, financial recordkeeping and other legal requirements.
24. Data Retention After Account Closure
Certain information may need to be retained after an account is closed.
Retention may be necessary for:
- Compliance with applicable laws.
- Financial recordkeeping.
- Contractual obligations.
- Dispute resolution.
- Security investigations.
- Backup recovery processes.
Personal information that is no longer required should be deleted, destroyed or de-identified where appropriate and legally permitted.
Requests concerning personal information will be handled in accordance with the Privacy Policy and POPIA.
25. Disclaimers
The Accounting Management System is provided as a tool for business financial administration.
While reasonable efforts are made to maintain the platform, the Platform Operator and Development Partners do not warrant that the Services will be uninterrupted, completely error-free or suitable for every business purpose.
Users are responsible for checking the accuracy of their records and obtaining professional advice when needed.
Nothing in these Terms excludes warranties, rights or remedies that cannot lawfully be excluded under applicable South African law.
26. Limitation of Liability
To the extent permitted by applicable law, the Platform Operator and Development Partners will not be liable for losses arising solely from:
- Incorrect information entered by users.
- Unauthorised use caused by a user’s failure to safeguard credentials.
- Interruptions beyond reasonable operational control.
- A user’s reliance on unverified financial information.
- Third-party failures beyond reasonable operational control.
Any limitation of liability must be interpreted consistently with applicable law, including consumer protection requirements where relevant.
Nothing in these Terms excludes liability that cannot legally be excluded or limited.
27. Changes to the Platform
The Platform Operator and Development Partners may introduce updates, improvements or changes to the Accounting Management System.
These may include:
- Security improvements.
- Bug fixes.
- Interface updates.
- Changes to financial management functions.
- Additional reporting features.
- Changes required for legal or operational reasons.
Where changes materially affect users’ rights or access, appropriate notice will be provided where required.
28. Changes to These Terms
These Terms may be updated to reflect changes in the Services, operational arrangements or legal requirements.
The current version will be published on the inclusiveHost website.
Where required by law or the applicable agreement, users will be notified of material changes and asked to accept revised terms.
Continued use will not be treated as acceptance where the law requires a different form of agreement.
29. Governing Law and Disputes
These Terms are governed by the laws of the Republic of South Africa.
Users are encouraged to raise concerns or disputes through the platform’s support contact in the first instance.
Where a dispute cannot be resolved informally, the parties may pursue the remedies available under applicable South African law.
Nothing in these Terms limits a user’s right to approach a competent regulator, tribunal or court where permitted by law.
30. Contact Information
For questions about these Terms or the inclusiveHost Accounting Management System, contact:
Platform: inclusiveHost
System: Accounting Management System
Platform operator and co-developer: inc1 web
Co-developer and technical management partner: Imut Kcaj Solutions
Website: https://www.inclusivehost.co.za
Email: admin@inclusivehost.co.za
Contracting legal entity: [Confirm the full legal entity offering the service]
Business service address: [Confirm the appropriate legal contact or service address]
End of Terms of Use